Subcontractor prequalification form template
A prequalification form does two jobs: it tells the sub exactly what to hand over, and it gives you one place to see what's still missing. The free template below covers the standard commercial packet — download it, put your logo on it, and use it as-is.
The sections that follow explain what each part of the form is actually screening for, so the person reviewing returned packets knows what a red flag looks like.
What the form collects, section by section
Six sections, in the order a reviewer needs them:
- Company information — the legal entity from the W-9, not the name on the truck. Mismatches here surface shell entities and payment problems later.
- Licensing — type/class, number, state and expiry for every license the scope requires. Check the classification against the actual scope, not just that a license exists.
- Insurance — carriers and limits for GL, auto, workers' comp and umbrella, with the ACORD 25 attached INCLUDING endorsement pages. The certificate face alone doesn't prove additional insured status, waiver of subrogation or primary & non-contributory.
- Safety — three years of EMR (with a carrier verification letter), TRIR and DART from the OSHA 300A, citations history and the safety program. Trends matter more than single numbers.
- Financial & references — most recent statement, bonding capacity, largest comparable job, trade references.
- Certification — a signature making the sub stand behind the packet.
Thresholds most GCs apply
Common screens on returned packets: EMR at or below 1.00 (some firms accept up to about 1.25 with a written corrective plan); TRIR in line with the construction average of roughly 2.2–2.3; insurance limits at or above the subcontract's requirements with the demanded endorsement forms attached; licenses current through the projected project end date. Whatever thresholds you choose, write them down — consistency is what makes prequalification defensible.
The form is the easy half
Forms come back incomplete, documents expire mid-project, and next year the whole packet needs refreshing. That collection-and-verification loop is the actual cost of prequalification — and it's automatable. CoverWarden gives every sub a no-login link with this same checklist, reads each document as it lands (license expiry, TRIR/DART computed from the 300A, EMR against your cap, endorsements on the COI), and chases what's missing. Subs pay nothing.
Frequently asked questions
Is this prequalification form free to use?
Yes — download it, rebrand it, adapt it. No email required.
How often should subcontractors requalify?
Annually for the full packet (safety stats and financials go stale after a year), continuously for insurance certificates, and at expiry for licenses.
Should small subs fill out the same form?
Yes, with judgment applied on review: a 6-person shop's TRIR swings wildly on a single incident, and audited financials may not exist. Scale the thresholds, not the checklist.
Upload a certificate and see the verdict in about a minute — start free, no card, no demo call.